Zsofia Karavajev

January 2023 - present | Events Operational Manager

January 2019 - December 2022 | Events Coordinator

May 2016 - December 2018 | Events Officer

European Schoolnet is the network of 34 European Ministries of Education, working in the field of digital education and innovation. As an Events Operational Manager I am in charge for the global organization and coordination of a broad scope of highly successful and widely recognised face to face and online events.

In order to ensure that all events are well attended and delivered in a professional way my daily tasks include, but are not limited to:

• Coordinating and managing events from A-Z, taking a leader role on the overall projects management, making sure that the internal and external timelines are met.
• Overseeing all aspects of event planning, including budget drafting and management.
• Liaising with various suppliers such as external agencies, hotels, venues, AV companies, caterers, and others - negotiation on quotes, terms and conditions, following up on internal administrative procedures, contractual matters and payments.
• Building events registration pages and websites (experience with CMS softwares, such as Aventri, Cvent).
• Identifying the most suitable platform (experience with Zoom, MS Teams, Streamyard, etc.) and provide full technical support during online events.
• Participants/speakers management - handling invitations, sending out mass emails (Thunderbird, MS Word Mailing), tracking registrations, arranging accommodation and travel, preparing welcome packs and info material.
• Taking care of the production and shipment of new promotional materials, banners, badges, goodies
• Onsite event management - ensuring the smooth and successful running of all events - registration desk, instructions, trouble-shouting and ad-hoc requests during the event.
• Financial and admin follow-up procedures - taking care of invoicing, reimbursement processes, VAT calculations, creating feedback surveys, attendance certificates and reports.
• Keeping up-to-date with industry trends and technology to bring new ideas and approaches to events.
• Overseeing and supervising the daily work of 2 junior team members.

A couple of examples of the conferences I've organized during the last months:

• eTwinning Onsite Course for Ambassadors (Lisbon, April 2023) - 110 f2f attendees, total budget of 50.000 EUR
• School Innovation Forum (Brussels, June 2023) - 140 f2f attendees, total budget of 120.000 EUR
• EMINENT (Dublin, December 2022) - 200 f2f attendees, total budget of 150.000 EUR
• Safer Internet Forum (Brussels/hybrid, November 2022) - 200 f2f attendees, 500 online participants, total budget of 220.000 EUR
• Scientix Conference (online, November 2022) - 2000 online participants

As an intern (and later as an Events Assistant) I was responsible for:

• Assisting the work of the Events & Business Relations Manager in delivering the 36th ALDE Party Congress (more than 900 participants, budget of 250.000 EUR).
• Identifying appropriate venues, negotiating on rates and conditions, coordinating inspection trips.
• Compiling invitations, managing registrations, monitoring delegations.
• Assisting with planning the corporate part of the Congress programme, including delivery of sponsored events.
• Providing logistical support, liaising with various contractors and suppliers (catering, lodging, transportation, security, police, venue preparation, etc.).
• Managing relationships with sponsors.
• Providing budgetary assistance.
• Recruiting, training and coordinating 20 hostesses and volunteers.
• Onsite event management, assuring the smooth and successful running of the 36th ALDE Party Congress.
• Collecting and analyzing feedback surveys.

During my 6-months internship at European Schoolnet I gained my first experience at events management. I assisted the team with the following daily tasks:

• Preparing invitations, following up on registration processes, ensured the accurate preworkshop
  communication with registrants (hotel/flight bookings, Visa requests, practical information, etc.).
• Providing logistical support, liaised with hotels, caterers, vendors and suppliers.
• Providing administrative support: registered new vendors, followed up on supplier contracts and visa procedures.
• Preparing badges, information packs, and internal documents for the event (e.g. rooming lists,
  agenda, participant lists, signage, etc.).